ADMINISTRATIVE ASSISTANT

Organizational Context

The Economic and Social Commission for Asia and the Pacific (ESCAP), a regional development arm of the UN Secretariat, promotes sustainable and inclusive development in the Asia-Pacific region. It supports member states through policy research, analysis, and capacity-building. This administrative role is situated within the ESCAP Subregional Office for the Pacific, reporting to the Senior Economic Affairs Officer and Deputy Head.

Job Purpose

This role is crucial for the effective functioning of the ESCAP Subregional Office for the Pacific. The Administrative Assistant provides essential support in human resources, budget and finance, general administration, and contract administration. By ensuring the consistent application of UN rules and procedures, managing administrative processes, and supporting financial operations, the incumbent directly contributes to the office's ability to deliver on its mandate of promoting sustainable and inclusive development. The position requires meticulous attention to detail in processing personnel actions, managing budgets, coordinating services, and overseeing contracts, all while maintaining high standards of efficiency and compliance. This support is vital for the Senior Economic Affairs Officer and Deputy Head in achieving the office's objectives and serving the member states effectively.

Responsibilities

Manage human resources activities, including recruitment, staff administration, and processing personnel actions, ensuring adherence to UN rules. Provide guidance and support to staff on entitlements and administrative procedures. Oversee vacancy announcements and maintain related records. Monitor staffing tables and generate statistical data. Assist in budget preparation, review financial proposals, and monitor expenditures against approved budgets. Process requisitions and ensure correct expenditure allocation. Draft correspondence on administrative, financial, and personnel matters. Coordinate with internal service units and team members. Perform general administrative duties, including travel arrangements, vendor payments, and office technology management. Guide and train junior staff. Assist in data collection, analysis, and report preparation. Support the administration of contracts with external service providers, including invoice auditing and payment processing. Prepare and process UN forms and permissions for staff.

Work Experience

A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, or human resources is required. This can be reduced to five years with a first-level university degree. Experience in data analytics, ERP systems (like SAP/Umoja), procurement, and UN Common System administration is desirable.

Skills

Professionalism, Client Orientation, Teamwork, Data analysis, Budget/work programme management, Human resources administration, Database management, Knowledge of UN administrative/financial/HR rules, Communication, Organization, Attention to detail.

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